Suomen tietokirjailijat ry

The name of the Association shall be Suomen tietokirjailijat ry, in Swedish Finlands facklitterära författare rf. The language of the Association is both Finnish and Swedish, and the language used in registration and minutes shall be Finnish. The domicile of the Association is Helsinki. The unofficial English translation of the Association’s name is The Finnish Association of Non-fiction Writers.

1) promote non-fiction literature as part of the culture and provision of information in Finnish society
2) look after non-fiction writers’ copyright issues and common interests related to the profession
3) provide intellectual support for non-fiction writers and improve the professional skills and ethics of its members
4) serve as a point of contact for non-fiction writers.

To achieve its purpose, the Association organises negotiation and training sessions, maintains contact with publishers, authorities and corresponding organisations at home and abroad, and disseminates information.

The Association is entitled to accept financial assistance, grants, bequests and endowments, as well as to own real estate and movable assets. Subject to appropriate permits, it may organise lotteries and conduct fund-raising to support its activities.

It is not the purpose of the Association to create a surplus, profit or any other direct financial gain for its members or parties.

A private individual who has published, alone or together with other individuals, non-fiction works is eligible to become a regular member of the Association. The membership privileges of current members shall remain in force.

The Board of Directors approves applications for regular membership in the Association.

The annual membership fee to be collected from regular members shall be set at the autumn meeting. A member who joins the Association in the middle of the accounting year must pay the full annual membership fee.

Members have the right to resign their membership in the Association. Resignations shall be submitted in writing to the Board of Directors or its Chairperson, or made known at an Association meeting wherein the resignation will be entered in the minutes.

Members who do not observe these Bylaws or have acted contrary to the objectives of the Association may be expelled by a decision taken at an Association meeting. The Board of Directors may expel members who have failed to fulfil their membership duties.

Upon request, the Board of Directors may admit as senior members individuals who are over 70 years of age and have been members of the Association for a minimum of ten years. The membership fee of a senior member shall be one third of the regular membership fee. Senior members are not eligible for the Board of Directors or Election Committee; the other membership privileges for senior members shall remain in force.

Upon a recommendation by the Board of Directors, an Association meeting may confer honorary membership on individuals who have made a significant contribution to the objectives of the Association. Honorary members are exempt from membership fees.

Meetings are called by the Board of Directors. The notice of a meeting must be posted at least two weeks prior to the meeting either in the form of a letter or in the form of a notice in the Association newsletter.

The regular autumn meeting of the Association shall be held annually before the end of November and the regular spring meeting before the end of March on a date determined by the Board of Directors.

An extraordinary meeting shall be held when the Board of Directors considers a meeting necessary or when at least 100 voting members or 1/10 of the voting membership request in writing that the Board of Directors call a meeting to discuss a specific matter. The Board of Directors must convene a meeting without delay (at the latest within 30 days from when the request was presented).

Each member attending an Association meeting has one vote. Decisions shall be made by a simple majority vote, unless otherwise specified in these Bylaws. In a tie vote, the vote of the Chairperson breaks the tie, except in an election, when lots are drawn.

To have a given matter discussed at a regular Association meeting, a member must notify the Board of Directors about the matter in writing 30 days prior to the meeting.

Section 6 Business to Be Dealt with at the Autumn Meeting of the Association

1. Opening of the meeting.
2. Election of a Chairperson for the meeting. The appointment of the secretary by the Chairperson of the meeting.
3. Election of two Minutes Checkers, and two Tellers for the meeting.
4. Establishment of the legitimacy of the meeting and the presence of a quorum.
5. Decision on non-members’ right to be present and speak at the meeting.
6. Adoption of the meeting agenda.
7. Confirmation of the plan of activities.
8. Confirmation of membership fees.
9. Approval of the budget and confirmation of remuneration to be paid to the Chairperson and the members of the Board of Directors.
10. Election of a Chairperson for the Board of Directors when the current Chairperson is due to retire.
11. Election of other members of the Board of Directors to replace those due to retire.
12. Election of two Auditors and two Deputy Auditors.
13. Other business as listed in the notice of the meeting.

Section 7 Business to Be Dealt with at the Spring Meeting of the Association

1. Opening of the meeting.
2. Election of a Chairperson for the meeting. The appointment of the secretary by the Chairperson of the meeting.
3. Election of a Chairperson, a Secretary, two Minutes Checkers and two Tellers for the meeting.
4. Establishment of the legitimacy of the meeting and the presence of a quorum.
5. Decision on non-members’ right to be present and speak at the meeting.
6. Adoption of the meeting agenda.
7. Presentation of the annual report prepared by the Board of Directors.
8. Presentation of the annual accounts and the auditors’ report.
9. Adoption of the accounts and approval to discharge the Board of Directors and other responsible parties from liability.
10. Election of other members of the Board of Directors to replace those due to retire
11. Other business as listed in the notice of the meeting.

The Election Committee, which prepares the election of the Chairperson and Members for the Board of the Directors, shall have six members who are elected for a two-year term and are regular members of the Association. A member who is due to retire may be re-appointed so that the maximum length of consecutive terms is four years. The first time members are appointed to the Election Committee, the three members due to retire next are selected by a draw.

The Election Committee elects from amongst its members a Chairperson and Deputy Chairperson for one year at a time. The secretary of the Election Committee is the Executive Director of the Association.

The Election Committee shall prepare a proposal for the regular autumn meeting, containing introductions of all eligible candidates, as well as the recommendations of the Election Committee and the grounds thereof.

The affairs of the Association shall be managed by a Board of Directors, which is comprised of a Chairperson elected for a term of three years and nine members elected for a term of three years at the autumn meeting.

The Board of Directors shall elect a Deputy Chairperson from its number, engage a Secretary and a Treasurer, and hire an Executive Director and other necessary officers.

Board meetings are called by the Chairperson or, when the Chairperson is not available, by the Deputy Chairperson. A meeting of the Board of Directors must also be called if at least three members of the Board so request.

The presence of at least half of the members of the Board of Directors, including the Chairperson or the Deputy Chairperson, shall constitute a quorum. Decisions are made by a simple majority vote.

In a tie vote, the vote of the Chairperson breaks the tie, except in an election, when lots are drawn.

1. call and prepare Association meetings and implement decisions made at the meetings.
2. oversee the interests of the membership.
3. manage the assets of the Association and to decide on the buying, selling and pledging thereof.
4. bear responsibility for the finances of the Association.
5. admit members to the Association and expel members who have failed to fulfil their membership duties.
6. decide on criteria applying to grants and awards.
7. appoint members to serve on committees and working groups.
8. appoint and remove the Executive Director and other officers.
9. oversee the operations of the Association’s office.
10. Represent the Association.

The Chairperson and the Deputy Chairperson together, or either of them together with the Executive Director or the Treasurer, shall sign for the Association.

The activity and financial year of the Association shall coincide with the calendar year. The Board of Directors must submit the annual accounts along with any necessary documents to the auditors four weeks prior to the spring meeting at the latest.

Decisions to amend the Bylaws or dissolve the Association shall be made at an Association meeting with a minimum of a three-quarters majority of those voting on the matter. The notice of the meeting must mention that the meeting will deal with amendments to the Bylaws or the dissolution of the Association.

On dissolution, the assets of the Association shall be used to promote the objectives of the Association in a manner established by the meeting deciding on the dissolution of the Association.

These Bylaws shall be effective immediately upon the approval by the Register of Associations. The Board of Directors is entitled to make language-related and formal corrections to the Bylaws as recommended by the authority. The new Bylaws are applied retroactively concerning the terms of office of the members of the current Board of Directors. Those already admitted as senior members shall retain their senior membership with new rights and restrictions.

(Amended bylaws registered by the National Board of Patents and Registrations in Finland on 21 November 2005.)